City Council Work Session

CITY COUNCIL WORK SESSION MINUTES Tuesday, December 06, 2022 at 6:15 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 6:15 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, John Ward and Mark Cross were present. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, Public Works Director Trevor Walter, Community Development Director Josh Doty, Finance Director Jeremy Vacinek, and Police Chief Jim Exsted were present. BUSINESS ITEMS 1. Discuss Process to Fill Council Seat City Administrator Chapulis explained state statue allows the city to fill the council seat, that will be vacated by Council Member Ward, by special election or appointment. Uncertain the council would want to incur the expense of holding a special election, staff has assembled information regarding filling the vacancy via appointment. The appointment would be through Ward’s current term, which expires after 2024. The council can appoint any qualified resident. The council can appoint a resident to fil the vacancy any time after adoption of the resolution declaring the vacancy. The process to appoint a resident would be for residents to submit an application and the council would conduct interviews. Upon completion of the interview process, the council may vote to appoint a resident. Staff’s research has concluded that this is the most common process used by cities. Staff has prepared a schedule to accept applications through December 28, 2022, the council can review the applications during the January 3, 2023 meeting, and interviews can be held the week of January 17, 2023. The council can then appoint a resident. Staff has provided a sample application. The council can submit proposed interview questions in advance to staff. Interviews can be conducted during a special meeting or a regular meeting. The council consensus was to use the proposed application and follow the proposed schedule as discussed. The interview date will be determined based on the number of applications received. 2. 2023 Commercial and Residential Full Depth Reclamation Improvements Project Next Steps Discussion Public Works Director Walter explained after conducting the improvement hearing, staff is bringing the project back to the council for further discussion on the feedback received during the hearing. 12/6/2022 City Council Work Session Minutes Page 2 Public Works Director Walter believes some segments of the project could be removed, and the city could still get a favorable bid. Scott Hedlund, with SEH, explained Fox, Forest, and Oakwood could be bid as an alternate to see where the bids come in at. The council asked Mr. Hedlund to review the placement of seams in the road and to consult with Attorney Person on the bidding alternatives. The council consensus was to remove Joler from the improvement project and to bid Fox, Forest, and Oakwood as alternates. Clearwater and Cedar Scenic will remain in the project. 2. Review of the Mississippi River Overlook Masterplan Community Development Director Doty explained the Mississippi River Overlook Masterplan is on tonight’s regular council agenda for approval for the study. Staff is seeking council direction to move forward. Staff received a phone call from a member of the Camp Ripley veterans trail project inquiring if the city would be interested in seeking bonding this year to fund a corridor study for the trail. The council discussed the placement of a proposed trail. The outtake area is identified under Option A. Due to the end of the time allocated for the work session, the council can pull the agenda item from the consent agenda for further discussion, or they can adopt the plan as schedule on the consent agenda. ADJOURN MOTION Council Member Cross, seconded by Council Member Lyscio to adjourn at 7:02 p.m. Motion unanimously carried. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator